COUNTY OF LOUISA Office of the County Attorney Helen E. Phillips, County Attorney Direct Dial (540) 967-4582 fnphillips@iovisa.org Facsimile ($40) 967-4587 Kyle D. Eldridge, Assistant County Attorney Direct Dial ($40) 966-9513 kKeldridge@louisa.orz Facsimile ($40) 967-4587 December 22, 2022 VIA EMAIL Tosh Stanfield 208 Crestwood Court Yorktown, Virginia 23692 islanfield@ymail.com Re: FOIA request- Louisa County Banking Activity Dear Josh: ‘Thank you for your Freedom of Information Act request dated December 16, 2022, and received via email by our office the same day. You requested the following information: (1) Any and all records and communications between County officials mentioning, refereneing, or generally concerning my December 5, 2022, FOIA request or December 16, 2022, email. (2) Copies of ali current contracts between the County and any banking or investment institutions. In conformance with the authority provided by (Va, Code §2.2-3704(F)), it is the policy of the County of Louisa to recover the costs of accessing, duplicating, supplying, or searching for records. ‘The cost of your request is $13.39. Please remit payment with check made out to County of Louisa, 1 Woolfolk Avenue, Suite 306, Louisa, Virginia 23093. Attention: Kecia Holmes. Please do not hesitate to contact me with any questions. Thank you for your attention to this matter. 1 Woolfolk Avenue * Suite 306 + Louisa, Virginia 23093 (S40) 967-4591 * Facsimile (540) 967-4587December 22, 2022 Josh Stanfield Page Two KDE ce: Henry Wash ‘Sam Massie Wanda Colvin Faye Stewart Sincerely, Kyle D. Eldridge 1 Woolfolk Avenue + Suite 306 + Louisa, Virginia 23093 (540) 967-4591 + Facsimile (540) 967-4587Kecia Holmes. Josh Stanfield wrote: Good moring, Mr. Wash. tay name is Josh Stanfield and | have two questions for you that pertain to Your duties as elected treasurer: (2) Which bank(s) does the County use for its deposit accounts and investment activity? {2) when do the contracts with these banking institutions expire? Thank you so much for your help, Josh Stanfield 208 Crestwood Court Yorktown, Va. 23692 757.364.8401Kecia Holmes. From: Kyle Eldridge Sent: Monday, December 19, 2022 2:39 PM To: jstanfield@gmail.com Henry Wash; Helen Philips; Kecia Holmes Subject: FOIA Request Response Attachments: Response 12.192022.pat Good afternoon, Please see the attached, Sincerely, Kyle Eldridge Kyle D. Eldridge Assistant County Attorney 1 Woolfolk Avenue, Suite 306 | Louisa, Virginia 23093 Office Phone: (540)-967-4591 ext, 7512 | Cell Phone: (540)-223-8241 wenn louisecounty.com CONFIDENTIALITY NOTICE: The igirmaton cote n thi email mec ma ino cnet al price materia tai ty nse ote rps bint) te ede ti meso iter of i mesa as en tales ed ton, ona ntied hte ba eid is sae ad ay ata deavet) errand hat ay rein donna neni ying ss iy prea hae raid hs meas nr ple aif innately by return em and le ad dee. all pes of th onignal mesaCOUNTY OF LOUISA Office of the County Attorney HtenB, Philips, County Attorney Direct Dil (540) 967-4582 hohilins@owin.org aesimil (S40) 967-4587 Kyle. Eldridge, Asstant County Atorney Dicect Dial ($40) 9669513 Jeldrdge@louisn.z aes (S40) 9674587 December 19, 2022 YIAEMAI Tosh Stanfield {jstanficld@ gmail.com Re: Questions about Louisa County Banking Activity Dear Mr. Stanfield: In an email dated December 16, 2022, to Louisa County Treasurer, Henry Wash, you asked that the response to two questions you previously submitted 1o him be responded to “in Compliance with VA FOIA.” Please accept this communication as the County of Louisa’s response to your Freedom of Information Act request. “You asked the following questions: (1) Which bank(s) does the County use for its deposit eecounts and investment activity? (2) When do the contracts with these banking institutions expire? ‘Your request is being denied because the Virginia Freedom of Information Act does hot epply unless there is a request for records or documents. A request for pubic records shall ‘dentfy the requested records with reasonable specificity pursuant to Va. Code § 2.2-3704(B). Plesse do not hesitate to contact me with any questions. Thank you for your attention to this matter. 1 Woolfolk Avenue * Suite 306 * Louisa, Virginia 23093 (540) 967-4591 + Facsimile (540) 967-4587December 19, 2022 Josh Stanfield Page Two Sincerely, Kyle D. Eldridge KDE ce: Henry Wash 1 Woolfolk Avenue * Suite 306 * Louisa, Virginia 23093 (540) 967-4591 + Facsimile (540) 967-4587Kecia Holmes From: Henry Wash Sent Friday, December 16, 2022 1:24 PM To: FOIA Subject: Fwd: Questions about Louisa County Banking Activity Follow Up Flag: Follow up Flag Status: Flagged Sent from my iPhone Begin forwarded message: From: Josh Stanfield Date: December 16, 2022 at 1:17:30 PM EST To: Henry Wash Ce: FOIA Subject: Re: Questions about Louisa County Banking Activity CAUTION: External email Good afternoon, please respond to my December email to the Treasurers office regarding questions about banking in compliance with VA FOIA. Thank you, Josh Stanfield 208 Crestwood Court Yorktown, Va. 23692 On Mon, Dec 5, 2022 at 11:16 AM Josh Stanfield wrote: ‘Good morning, Mr. Wash. My name is Josh Stanfield and | have two questions for you that pertain to your duties as elected treasurer: 2) Which bank(s) does the County use for its deposit accounts and investment activity? (2) hen do the contracts with these banking institutions expire? ‘Thank you so much for your help, Josh Stanfield 208 Crestwood CourtYorktown, Va. 23692 757.364.8401Kecia Holmes From: Josh Stanfield Sent: Tuesday, December 20, 2022 8:59 AM To: Kyle Eldridge ce Henry Wash; Helen Phillips; Kecia Holmes Subject: Re: FOIA Request Response CAUTION: External email Good morning, First lke to note that I sent my request on December Sth and only received any sart of response on December 19th, ich is an obvious violation of VA FOIA as courts across the Commonwealth have upheld, regardless of whether of not you're withholding records, denying my request in its entirety for some other reason, oF seeking reasonable specificity ‘ve contacted literally every elected Treasurer in Virginia with these questions as part of my research, and the vast majority responded very quickly with answers. Nobody has attempted to shield or otherwise delay release of this, information, Only a handful have even invoked FOIA - most treat it as an informal request, respond with answers, and wwe part on a mutual message of happy holidays, all therefore have the dubious distinction of being ‘the least transparent Treasurer's Office in the Commonwealth thus far in my experience and, asa result, here's a new FOIA request for specific records: In accordance with the Virginia Freedom of information Act (§2.2-3700 et seq), | am requesting: (2) Any and all records and communications between County officials mentioning, referencing, or generally concerning my December 5, 2022 FOIA request or December 16, 2022 email, {2) copies ofall current contracts between the County and any bankIng or investment institutions. pleace note that text messages are considered public records under VA FOIA, as are records and ‘communications stored in private email, social media, and texting accounts. Thank you for your cooperation. Josh Stanfield 208 Crestwood Court Yorktown, Va. 23692 757.364.8401, On Mon, Dec 19, 2022 at 2:39 PM Kyle Eldridge wrote: Good afternoon, Please see the attached.Sincerely, Kyle Eldridge Kyle D. Eldridge Assistant County Attorney Woolfolk Avenue, Suite 306 | Louisa, Virginia 23093 Office Phoné .40)-967-4591 ext. 7512 | Cell Phone: (540}-223-8241 wu fouisacounty.com CONFIDENTIALITY NOTICE: Tie ifeetion ete inti ma meses may oo sneer pid maton het soy oil proof th intel ent) the mado is mesg sot a iene ein of the ert a on inaiertenty Sedona tention yon ar bray nied thao hve sind his msg a ag tebe acme) in err ad ta ty rin, enon ee Si pane ain os mene ict poibie How bane ie this messi eer, plenty imei mtu coal nl lta detray al copie of he viginal mesg.Kecia Holmes ‘Sam Massie Wednesday, December 21, 2022 12:50 PM To: Faye Stewart; Kecla Holmes; Henry Wash; Wanda Colvin ce: Kyle Eldridge; Helen Philips ‘Subject: RE: FOIA Request Attachments: Contract Documents - Bank Of America.paf Please find it attached, From: Faye Stewart Sent: Wednesday, December 21, 2022 10:11 AM Jor Kecla Holmes ; Henry Wash ; Wanda Colvin ; Helen Philips ; Sam Massie Subject: RE: FOIA Request Kecia, 1 spoke with Sam and he is going to forward to you the copy ofthe current contract that we have with Bank of America as pet item 2 of the request. don't believe that was included on the items for #2 of his request. Faye From: Kecia Holmes Sent: Wednesday, December 21, 2022 8:39 AM Tot Henry Wash ; Wanda Colvin Cer Kyle Eldridge ; Helen Philips Faye Stewart Subject: FOIA Request Good Morning, We are in receipt of a FOTA Request (see email below). Please determine if you have records responsive to this request and forward them to me by COB on December 28, 2022. Track any time and expense incurred in processing this request. If your estimated cost ‘exceeds the amount notated on the request form, please inform me prior to records being produced. This FOTA is due December. 29, 2022, Please notify me by December 28, 2022, if any additional time is needed to complete this request First, I'd lke to note that I sent my request on December Sth and only received any sort of response on December 19th, which is an obvious violation of VA FOIA es courts across the Commonwealth have upheld, regardless of whether or not you're withholding records, denying my request in fs entirety for some other reason, or seeking reasonable specificity. ve contacted literally every elected Treasurer in Virginia with these questions as port of my research, and the vast majority responded very quickly with answers. Nobody has atfempted to shield or otherwise 1delay release of this information. Only a handful have even invoked FOTA most treat it as an informal request, respond with enswers, and we part on ¢ mutual message of happy holidays. Y'all therefore have the dubious distinction of being the least transparent Treasurer's Office in the Commonwealth thus far in my experience and, as a result, here's a new FOTA request for specific records: In accordance with the Virginia Freedom of Information Act (S2.2 -3700 et seq), Fam requesting} (1) Any and all records and communications between County officials mention’g, referencing, or generally concerning my December 5, 2022 FOIA request or December 16, 2022 email; (2) Copies of all current contracts between the County and any banking or investment institutions please note that text messages are considered public records under VA FOTA, as are records and communications stored in private email, social media, and texting accounts Thank you for your cooperation. Josh Stanfield 208 Crestwood Court Yorktown, Vo. 23692 757 364.8401 Kecia Holmes Legal Assistant County of Louisa Office of the County Attorney { Woolfolk Avenue, Suite 306 | Louisa, Virginia 23093 Phone: (540)-967-4591 ext. 7591 Fax: (540)-967-4587 www.louisacounty.com Confidentiality Notice: This information may be Freedom of Information Act (FOIA) exempt and protected as privileged under Va. Code Section 2.2-3705.7(2).. The information contained in this message may be otherwise privileged, confidential, and/or protected from disclosure ‘Tf the reader of this message is not the intended recipient, or any employee or agent responsible for delivering this message to the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this communication in error, please notify us immediately by replying to the message and deleting it from your computer. ‘Thank youCOUNTY OF LOUISA Finance Department Transmitted via e-mail March 20, 2018 Bank of America, N. A. Attn: Kevin Larkin 999 Waterside Drive, 8" Floor Norfolk, VA 23510 kevin larkin@baml.com Re: Letter Agreement for RFP# TR-18-01 Banking Services Dear Mr. Larkin: | wish to congratulate you on being the one (1) successful proposer on Request for Proposal (RFP/) # TR-18-01 for providing Banking Services (the “Services”). This contract is effective as of the date of this letter for one (1) year and renewable for five (5) additional consecutive one-year terms upon mutual agreement. Bank of America Will assess fees for banking services as outlined below and submitted in response to the County’s REP. However, ALL banking fees associated with the County's banking services as provided by Bank of America, N. A. will be waived at the end of each reporting period so long as the County maintains the general scope of serviees and account balances consistent with the past relationship. i Service Cost Depository Serviees ‘Account Maintenance Debits Posted Electronically Credits Posted Electronicall $0.10 Paper Deposit Statement Mailed $25.00 ‘Banking Center Deposit $0.65 ‘Vault Deposit $0.70 | CKS DEP Un-Encoded Items $0.07 Returns-Chargeback $2.00 | Deposit Correction-Non-Cash $8.00 General Checks Paid Truncated $0.15 Stop Pay Automated €12 Months $8.00CPO Account Transfer $1.00 ‘Commercial Deps-Cash Vault Dep Conditioning-Surchg- Vault 310.00 Cure/Coin Dep$i00-Vit $1.00 General ACH Services ‘ACH Monthly Maintenance 315.00 ACH Off US Debts $0.07 ACH On US Debis, $0.07 "ACH On US Debits ~ Same Day T+ $0.07| ‘ACH Off US Credits — Same Day 1-20000 $0.50 ‘ACH Of US Credits — Same Day 20001-40000 $0.40 "ACH Off US Credits — Same Day 40001-10000 $0.30 ‘ACH Off US Credits — Same Day 100001+ $0.25 ‘ACH Debit Received Item $0.05 ‘ACH Credit Received Item $0.05 ‘ACH Return Item $2.00 “ACH Input-File $5.00 Delete/Reversal Batch/File $100.00 ‘ACH Delete/Reversal $50.00 ‘ACH Notif of Change (NOO) $2.00 "ACH Standard Reports-Fax $2.50 ‘ACH Standard Rpts-Eleotronie $1.00 Controlled Disbursement Services CPO ARP Issue Reed Notif $1.00 Wire Transfer Services CPO GP Mnthly Maint $30.00 Elec Wire Out-Domestic $8.00 Elec Wire Out-Book DB. $3.50 Incoming Domestic Wire $8.00 | Wire Advice-Fax $2.00 CPO Wire Payee Advising $1.25 Wire Advice-Mail $2.00 ‘CPO GP Cust MNT Temp Storage $1.00 Account Reco! tion Services Positive Pay Exceptions $5.00 ‘ARP Partial PPay Maint-Supp $25.00 ARP Partial Per Paid Item $0.04 ‘ARP Partial Pay Item. $0.08 Information Services ‘CPO Online Subseriptions 340.00 (CPO Per Image Access 11+ 30.25 ‘CPO Research Item 101+ $0.05) EDI Services. CP Biller GTW Maintenance 3120.00 RDS ~ Remote Deposit ServicesRemote Dep-Account Maintenance $25.00 Image Service ‘CD ROM Maintenance 312.50 Image Maintenance CPO 1-1 38.00 Image Maintenance CPO 2+ $8.00 (CD ROM Disk $5.00 ‘CD ROM Per Image 30.025 Miscellaneous Services Courier Charges 3500.00 ‘All rates shall remain firm throughout the contract period, including any subsequent renewals. ‘The contract for the Services consists of the following documents (collectively the “Contract Documents”): 1) This Letter Agreement; 2) REP dated January 8, 2018; 3) Appendix A — County of Louisa Standard Terms and Conditions; 4) Addendum 1 dated January 29, 2018; and. 5) Your response to the Request for Proposal. By signing this Letter Agreement, Bank of America, N. A. agrees that () the Contract Documents govern the relationship between the County and Bank of America, N. A. ( the Contract Documents govern any and all matters related to the Services performed and ii) no modification to the Contract Documents will be binding on the County unless such modification is made in writing and signed by a County representative in ‘accordance with all applicable Federal, State and Local laws, including procurement laws. Please acknowledge by your signature below, the receipt of a complete set of the Contract Documents, and return a signed copy to my attention at the information listed below. I will forward you an executed copy of the Contract Documents once signed by the County. County of Louisa ‘Attn: Sam Massie PO Box 160 Louisa, VA 23093 smassie@louisa.or We look forward to doing business with you. If you have any questions or concerns, please do not hesitate to contact us. Sincerely,doaad L Floste Sam Massie Purchasing Officer agree to the terms of this Letter Agreement, and acknowledge receipt of a complete set of the Contract Documents Printed Name: Title:__Scnier Vice Fres'den pater March BO, 30°E County Of Louisa PO Box 160 Louisa, Virginia 23093 ‘Name: Christian Goodwin Title: County Administrat KAY OF is a Approved as te form: 2degelt 8.COUNTY OF LOUISA, VIRGINIA REQUEST FOR PROPOSAL (RFP) FOR BANKING SERVICES RFP# TR-18-01 JANUARY 8, 2018 Page 1 028REQUEST FOR PROPOSAL Louisa, VA 23093 (RFP) Issue Date: January 8, 2018 RFP# TR-18-01 Title: Banking Services Issuing Agency: County of Louisa, Virginia ‘Atin; Sam Massie PO Box 160 Louisa, VA 23093 Location Where Work Will Be Performed: County of Louisa, Virginia ——______ Boe ee ere ee ee te Peer accor Period of Contract: From TBD ‘Through TBD Renewable: Five (5) successive one (1) year tetms upon mutual agreement Proposals Will Be Received Until: Thursday, February 8 2018 @ 3:30 p.m, local prevailing time Direct All Inquiries for Information To: ‘Sam Massie, Purchasing Coordinator Post Office Box 160 1 Woolfolk Avenue Louisa, VA 23093 (540) 967-3404 smassie@louisa.org IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF PROPOSALS ARE HAND DELIVERED, DELIVER TO: County of Louisa Louisa County Administration Building Attn: Sam Massie Finance Department, 2" Floor 1 Woolfolk Avenue Louisa, Virginia 23093 (540) 967-3404 Note: This public body does not discriminate against faith-based organizations in accordanee with the Code of Virginia, § 2.2-4343.1 or against a proposer or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. Page 2 of 28REQUEST FOR PROPOSAL TITLE PAGE REQUEST NUMBER: _TR-18-01 ISSUE DATE: 01/08/2018 TIME: _Banking Services tn compliance with this Request for Proposal and to al the conditions imposed herein, by signing below, Offeror: (2) Offers and agrees to furnish the goods/services in accordance with the attached signed proposal; {2} Agrees that upon Loulsa County's written acceptance of Offeror’s response to the Request for Proposal, a valid and binding contract for services exists between Offeror and Loulsa County; {3) Agrees that the Contract Documents will consist of, and only of, the Request for Proposal, the County of ‘Louisa, Virginia Standard Terms and Conditions and Offeror's response to the Request for Proposal; (4) Cettfes and warrants thatthe individual signing on Offerors behalf Is authorized to bind the Offeror in any and all contractual matters relating to this Request for Proposal; (5) Certifies and warrants that neither Offeror, nor the individual signing on Offeror’ behalf, has any business or personal relationships with any other persons, including Louisa County employees, or companies that are in conflict with the Commonwealth of Virginia's Conflict of interest Act, or the County of Louisa, Virginia Standard Terms and Conditions; and, {6) Certifies and warrants tat the Offeror is properly licensed for providing the goods/services specified in the Request for Proposal and has the appropriate License or Certificate and classification(s} required to perform the work included in the scope of the proposal documents, prior to submitting the proposal, in accordance swith Title 54.1, Chapter 11 of the Code of Virginia. If an Offeror shal fail to obtain the required license prior to submission of his proposal, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia {1950}, as amended, and his proposal will not be considered. Sign in ink and type or print requested information. Legal Name and Address of Firm: Bank of America, N.A Date: _2/8/2018 (999 Waterside Drive, 8% Floor By: “Norfolk, VA28510 Signature) Name: _Kevin Larkin FEI/FIN/SSN: _94-1687665 (Please Print) Fax Number: _ 757.441.4045 Title: _Senior Vice President E-mail Address: _kevin.arkin@baml.com Telephone Number: _757.616.2174 Please provide the following if applicable to this RFP: Virginia Contractor License # —_N/A SCCID# _F138919-8 Offeror shall ascertain prior to submitting a response that all Addenda Issued have been received and shall acknowledge receipt and inclusion of all Addenda here: Addendum #2 _1 ___ Dateissued: _1/29/18 ‘Addendum: Date Issued: ‘Addendum #: Date Issued: Information the Offeror deems Proprietary Is included in this response in the separate section of the proposal identified immediately below. This Title Page MUST be submitted as Part of your ProposalTABLE OF CONTENTS FOR REP # TR-18-01 1. PURPOSE Il BACKGROUND 1. STATEMENT OF NEEDS/SCOPE OF SERVICES IV. OEFEROR’S INSTRUCTION V. PROPOSAL EVALUATION PROCESS VI. PROPOSAL EVALUATION CRITERIA VII. COUNTY OF LOUISA STANDARD TERMS AND CONDITIONS PAGE 13 14 45 Page 40f 28,u. PURPOSE: “The County of Louisa is seeking proposals from qualified Proposers to provide quality, cost-effective, and efficient banking services for the County. For purposes of this proposal, services provided will be for the County of Louisa, Louisa County Public Schools and Louisa County Department of Human Services, “These entities shall be collectively referred to hereafter as the “County.” “The purpose ofthis RFP is to solicit proposals to provide the services thatthe County currently uses, including depository and bankcard services, electronic fund transfers, online access to bank accounts, and bthers, This RFP is also intended to allow vendors to make recommendations regarding other services that srould be beneficial to the County. Services provided by our current banks are satisfactory; however, the County wishes to explore possible improvements from alternative procedures and technological advances. “The County of Louisa reserves the right to award to more than one Offeror. Louisa County will select the firm(s) who they determine most closely satisfies the needs of the County. ‘There is no requirement for acceptance of the lowest cost of service offered, and specific requirements may be waived or amended at the discretion of the County. BACKGROUND: ‘The Louisa County Treasurer is an elected official responsible for collecting all County revenue, including Federal and State funds, ensuring County funds are adequately safe guarded, submitting financial reports to State and County officials, and authorizing disbursements. Primary contact between the selected Contractor and the County shall be the Louisa County Treasurer (per Section 58.1-3149 of the Code of Virginia) for banking services. The successful Proposer shall assist the Treasurer and the Treasurer's stafE in making and orderly and seamless transition of services if necessary. JIL. STATEMENT OF NEEDS/ SCOPE OF SERVICES: A. General Information The County has annual revenues of approximately $106 million, Over $65 million of these revenues are comprised of general property and other local taxes, The County does not eurrently utilize & bank retail Lockbox to process these payments. Future consideration of this service may be considered based on bank response. Approximate activity summarized below by type for lockbox services: Bill Type Approx Hof Bills | Date Mailed Due Date Real Estate 28,157 Early October ‘December 5" Personal Propert 9,327 Early October December 5 ‘The current organization of County Bank Accounts consists of the following: Account Description of Use This account is used for daily deposits for Treasurer's collections which total over $70 million annually, and County Checking Account _| serves as the County's largest account. Remittances are made to the Treasurer of Virginia for State Account. Wire and ACH transfers are initiated and received. On Page 5 of 28average, there are 1,250 ACH transfers processed per ‘month; 400 accounts payable and payroll checks processed per month; and over 330 deposits are made annually. Payments are received from merchant services accounts. i ‘This account is used for daily deposits from the school system in both cash and wires totaling approximately $20 million annually. On average, there are 2,050 ACH transfers processed per month; 500 accounts payable and payroll checks processed per month; and over 1,100 deposits are made annually. This account is used for deposits, ACH transactions and wires, On average 4 deposits arc made and 200 checks/ACH transactions are processed monthly. This is a separate interest-earning account with an Human Services Special _| average balance of $20,000 and 50 checks written Welfare Checking Account) annually. There are approximately 40 deposits and 35 ‘ACH transactions per year. This account is used for revenue recovery revenue Revenue Recovery Account | collections, There are approximately 810 ACH transfers processed per year and 120 deposits are made per year. “This account is used for receipt of ACH payments from ‘our merchant for bank card services at the Schools, “There are approximately 300 ACH transactions per ‘School Checking Account Human Services Main Checking Account School Holding Account ea ‘This is a small account that is used for receipt of ACH. Parks & Rec Holding payments from our merchant for bank card services at Account Parks & Rec. There are approximately 125 ACH transactions per year. This is a small account that is used for receipt of ACH ‘Animal Shelter Account | payments from our merchant for bank card services at the Animal Shelter. This is a small account that is used for receipt of ACH Landfill Checking Account | payments from our merchant for bank card services at the Landfill. “These accounts are used for petty cash disbursements from Administration and Parks and Recreation. Petty Cash Accounts “Approximate numbers of checks written for both accounts per year are 420 checks. Over 200 ACH transfers are processed per year. “The County accepts credit card payments averaging in Merchant Card Services _| excess of $1,370,000 annually from Visa/Mastercard credit cards. B. Minimum Qualifications “The County is soliciting proposals from qualified banking institutions to provide the County's banking services: 1. ‘The Proposer must provide transportation services if they do not have a full service branch in Page 6 of 282. 4. 5. the County of Louisa, ‘The Proposer must be federally insured under the Federal Depository Insurance Corporation and not on the FDIC “problem list”. “The Proposer shall at all times comply with applicable federal, state and county laws, ordinances, rules and regulations including but not limited to the Virginia Security for Public Deposits Act (Chapter 2.2-400 of the Code of Virginia). It must be a qualified public depository as defined in the Virginia Security for Public Deposits Act with a capital structure ‘sufficient to support deposits by the County. The Proposer must submit its latest pul depositor’ consolidated report of conditions filed with the Virginia State Treasurer as evidence of its ability to meet the capital structure requirements stated above, The bank sclceted to perform banking services for the County shall maintain a sufficient capital structure during the term of the agreement, ‘The Proposer must be capable of providing all services sought by the County ‘The Proposer must be sufficiently capitalized to meet the County's cash management needs. C. Scope of Services 1 Deposit Services - The selected bank must provide basic deposit services. Currently, seperate accounts are maintained for reconcilement purposes. The County uses MICR encoded deposit slips. Please describe how best these services could be handled both economically and for reconcilement purposes. Deposit Imaging ~The selected bank may be requested at times to provide images of checks included in deposits. Deseribe the bank's current abilities in providing such services, as well as planned enhancements. Checking Services ~ The selected bank must provide basic check clearing services. The selected bank will be required to cash employee payroll checks free of charge without requiring employee to have an account with the institution. ‘The bank should not refuse to pay on demand any check because of insufficient funds. At a minimum, the selected bank ‘must provide a monthly statement with images and index of paid checks. Explain how long the original checks will be retained prior to destruction. Please describe the bank’s current abilities in providing such services, as well as planned enbancements, EDI Services ~The selected bank must provide EDI Services. Describe the bank’s current abilities in providing such services, as well as planned enhancements. 'ACH Services — The selected bank must be able to receive incoming wires and provide adequate documentation on a timely basis so that the County can identify the source and for ‘what purpose funding is being received. ‘The selected financial institution must also be able to transmit outgoing ACH transfers, such as, direct deposits, electronically. In an effort to increase employee utilization of payroll direct deposit, Proposers should outline any benefits or incentives to out employees for participating in a direct deposit program with their bank. ‘The County transmits direct deposits to employees’ accounts semi-monthly. The bank should not refuse any ACH payment because of insufficient funds. Please describe the bank's current abilities in providing such services in detail, as well as planned enhancements. ‘The selected bank must be able to provide ACH Authorizations/Blocks/ Specific Blocks & ACH Positive Pay Implementation placed on all accounts. Returned Checks - All retumed cheeks should be automatically presented twice before they are retumed to the County. Describe procedures available for return check handling and notification, Change/Curreney Order Services — The Treasurer's Office requires change for cashiers. Describe the bank’s procedures for requesting change and/or currency orders. Are there charges for this service? Page 7 of288. Analysis Services — Bach month the selected bank shall provide to the County Treasurer an ‘account analysis showing the activity for each compensation category and the resulting charges for that activity the ability to sort by all categories for reconciliation, computation of the average daily collected balance, the resulting excess or deficit position for the ‘month’s, activity, and the compensating balances required to support the monthly activity. ‘The analysis will show ali charges incurred by the County for banking services and include activity by type of transactions, number of transactions, and any other services provided, ‘The analysis will also show the net excess or deficit for services during the entire reporting period agreed to between the selected bank and the County. Proposers should include a sample of their account analysis statement and explain the bank's delivery options, 9. Credit Card Services — Describe credit card, debit and ATM card collection services that your bank can provide. Include information on the equipment and possible cost necessary for implementation, as well as, fees/refunds for offering such services. 10, On-line Services - The selected bank must provide internet on-line automated balance reporting allowing access to balance and transaction information on all accounts. The ability to perform check inquiries, stop payments, ACH initiation and wire transfers is also preferred. The County is interested in learning more about other electronic payment options. Deseribe the on-line services you may offer. The County's Information Services Department and Treasurer's Office must review and approve all services that will be utilized. 1. Training Services — The selected bank must provide on-site training to County Personnel for the operation and use of the Bank's services and related automated systems as requested by the Treasurer. Training, operating manuals, and on-going support are to be supplied by the bank for all services provided. 12, Cash Management Services ~ Describe any services that would be beneficial to the County {o utilize and the cost of such services. 13. Positive Pay Services — The selected bank shall provide Positive Pay Services with daily notifcation to specified contacts. The County should have the ability to make pay/return decisions on-line for exceptions. The bank should also provide Teller Positive Pay services in conjunction with Positive Pay to assist with cashing items by recipients who produce valid identification. Explain your Bank's capabilities regarding the ability to capture the payee name on the check and match it to the data in the issue file. 14, Lock Box Services ~ Although not currently utilized, the Proposer must provide information ‘on lockbox services to receive real estate, personal property and vehicle license taxes. Explain your Bank’s capability to provide lockbox services which utilize electronic payment detail for accounts receivable system update and scanable payments. 15, Other Special Handling Services — In lieu of lock box services, the County may consider the feasibility of payments of real estate and personal property taxes being accepted at the Iocal bank. This service will not be a part of this proposal, but if implemented at a later date, the cost involved should be noted. 16, Account Reconciliation Services ~ Currently the County does not utilize reconciliation ‘services. However, the Proposer should describe its partial and full reconciliation services. ‘The County software package does have the capability to produce an outstanding checklist which requires cleared check data in the form ofa file that will interface with the software. Please discuss the feasibility of your Bank meeting this requirement. 17. Transportation Services — The selected bank that does not have a local branch within the county must provide an armored courier service, The courier would come to the Treasurer's Gffiee and would be able to pick up all County deposits on a daily basis from November 1 to December 31 and Monday, Wednesday and Friday for the reminder of the year and transport those deposits to the bank for processing. The service would include all supplies associated with the service including tamper-proof sealed bags and logs for auditing purposes. Page 8012818, Other Services — There are many other services too detailed to mention that are customarily provided to corporations and governmental entities. The County, in reviewing proposals, Wvll generally assess these services. The County reserves the right to add other services at a reasonable cost during the term of the contract. 19. Customer Service - The selected Proposer will provide the County with one local contact person that can resolve all banking issues within a reasonable time, 1V. OFFEROR'S INSTRUCTION: A. PROPOSAL PREPARATION: 1. Offerors may submit any questions or requests for additional information regarding the project in waitten format by Thursday, January 25,2018. All questions shall be directed to Sam Massie at smassie@louisa.org or via fax at (540) 967-3439. A formal clarification will be sent out in writing on Thursday, February 1, 2018, to all known potential proposers. 2. The Offeror must submit a proposal, which demonstrates and provides evidence that the Offeror has the capabilities, professional expertise, and experience to provide the necessary services as described in this RFP, The Offeror shall ensure that all information required herein is submitted with the proposal, Al information provided should be verifiable by documentation requested by the County of Louisa. Failure to provide all information, {inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission ‘ofan award, Each eopy of the proposal should be bound with all documentation in a single volume where practical. Proposals shall not exceed 30 pages in length. Responses must, in any event, contain the following information and be organized into separate chapiers and sections using the format described below in order to provide each firm aan equal opportunity for consideration. a. Project Methodology Provide a complete descriy project. ion of the proposed methodology for completion of this, b, Project Schedule Provide a time line and schedule for completion of this project, highlighting critical points in the process. c. Experience of the Offeror and the Proj Team Include a brief statement of the Offeror’s experience in providing similar services stated in the Scope of Services for other governmental entities. This statement should include specifics as to experience with banking services. If subcontractors and special consultants will be used, they should be identified and their qualifications included in the proposal. Include experience of key individuals assigned to this project, emphasizing their expetience in working with similar projects and local governments. List key professional staff to be assigned work under the contract and desoribe their experience as project team members. Show only experience directly related to their assigned duties under the proposed project, List team member's names and tities in the listed project, project title, brief project description, year completed and name, Page 9028address, and phone number of the elient, Describe whether a specific customer service representative or a customer service department will be assigned to handle day-to-day transactions for the County. Ratings for the bank and bank holding company from at least two of the following agencies: Standard & Poot’s, Moody's or Fitch should be provided. Ifthe Offeror is not rated by two of these rating organizations, provide other evidence of the institution’s credit quality. Ifthe firm received funds under the troubled assets relief program detail the amount received, how the funds have been used and if re-payment has been made. Please discuss the firm’s current capital structure, adequacy, and coverage. Inchide an electronic copy of the most recent audited annual financial statement and the latest 10-K report with the proposal. Confirm that the financial institution is either a national banking association, federal savings and loan association or federal savings bank located in Virginia or a bank, trust company or savings institution organized under Virginia law and that the bank is 1 Qualified Public Depository as defined by the Virginia Securities for Public Act, Chapter 44, Title 2.2 d, References Provide a list of clients for whom similar services have been provided and dates when the service was provided (public agency references in Virginia, if possible). Include client name, address, telephone number, description of type of services performed, and person the County may contact. In addition, a listing of public sector clients in Virginia that have terminated services in the last three years is requested. e. Fees for Services Fees for services are to be included in with your proposal response, Fees will be considered in the rankings of Offerors for short listing firms for interviews/discussions and the final rankings of Offerors for award of the contract. It is the County's intent to utilize a combination of compensating balances and direct charges to fund all bank service charges. The bank should include in the price analysis the computational methodology as to the compensating account balance requirement. The method of deriving the eared credit rate must also be identified. £, Other Information Include other relevant information the Offeror deems necessary to describe its qualifications to provide the services needed to successfully complete work deseribed in the Scope of Services or which the Offeror deoms are relevant to its selection. Based on the information provided in this RFP, the Offeror should identify all materials and services expected from the County in addition to general assistance. 3, Proposals shall be signed by the authorized representative of the Offeror. 4, Proposals should be prepared simply and economically, providing a straightforward, concise, detailed description of capabilities to satisfy the requirements of the RFP. Page 10 0f 2845, All expenses for making proposals to the County shall be incurred by the Offeror. 6. Offeror must be authorized to transact business in Virginia as a domestic or foreign business entity as requited by the State Corporation Commission, ifsuch is required by law. Such status shall be maintained during the term of a contract. A contract entered into by business in violation of the requirements is voidable at the option of the public body. 7. Offerors are reminded that changes to the RFP, in the form of addenda, are often issued between the issue date and within 5 days of the due date of the solicitation. All addenda ‘must be acknowledged on the RFP Title Page. Notice of addenda will be posted on VA. and on the County of Louisa procurement page www.louisacounty.com/procurement, It is the offeror’s responsibility to monitor the webpage for the most current addenda. B. PROPOSAL SUBMISSION: ‘The following documents must be received in our office via hard copy AND electronic copy (emai pe please send an lectronic version such se CD or flash drive with your hard copy) no later than the closing date and time stated below (Note: a hard copy and electronic copy must both be received by the closing date. If one or the other is not received, your proposal will be deemed late and not be considered): 1. Your original proposal. Please include 5 copies. If applicable, please also include a redacted copy which does not include trade secrets or proprietary information. 2, Signed original of the completed Request for Proposal Title Page. 3, Signed Appendix A “County of Louisa, Virginia Standard Terms and Conditions.” 4. A certificate of insurance for all required coverages endorsing the County of Louisa to the insurance policy as an additional insured. 5. A copy of any applicable Federal, State, or Local license required to legally perform the service, or sell the goods specified in the RFP shall be attached to the proposal. ‘The REP number and elosing date must be clearly marked on the outside of the sealed ‘envelope, Each sealed envelope containing a Proposal must be plainly marked on the outside as follows: Banking Services RFP# TR-18-01 ‘Name of the Proposer ‘Address of the Proposer Due Date and Time: 02/08/18 @ 3:30 p.m. ‘A Statement reading “This container is not to be opened prior to the Due Date and Time.” aueone ‘Should any Proposal be received which is not so identified, the proposer assumes the risk that the submission will be opened prior to the Proposal Duc Date. Proposals so opened shall be disqualified. ‘This solicitation will close on Thursday, February 8, 2018 at 3:30 p.m., local time prevailing, Page 11 of 28Return the proposal to: Mail to: (US Mail) or Hand Delivery (FEDEX, UPS, etc.) County of Louisa County of Louisa PO Box 160 Louisa County Administration Building Louisa, VA 23093 Finance Department, 2" Floor ‘Attn: Sam Massie 1 Woolfolk Avenue (640) 967-3404 Louisa, VA 23093 Attn: Sam Massie (540) 967-3404 C. SUBMISSION OF PROPRIETARY INFORMATION: Ail information submitted to the County in response to this solicitation will constitute public information and will be ‘available to the public for inspection upon request pursuant to the Vieginia Freedom of Information Act (FOIA). Pursuant to Virginia Code Section 2.2-4342 and County of Louisa Code Section 60-24, a Proposer/Offeror may request an exception to disclosure for trade seorets or proprietary information as such is defined under Virginia Code Section 59.1-336, part of the Uniform Trade Secrets Act. In order to claim this exemption, the Proposer/Offeror shall perform ALL of the following: (i) include a written request indicating Proposer/Offeror’s desire to invoke the protections of Virginia Code Section 2.24342 with submitted proposal materials/data; (Gi) specifically identify the data or other materials to be protected by clearly labeling each page containing applicable data as PROPRIETARY; and (ii) to the County's satisfaction, articulate the rationale for why protection for the particular data or materials is necessary. The classification of an entire bid or proposal document, line item prices and/or total bid or proposal prices as proprietary ot trade secrets is not acceptable. Without waiving sovereign immunity or any other available defenses, the County asserts that failure to meet all of these requirements will result in the data or materials being ‘open for inspection in response to a valid inquiry under FOTA and will serve to waive any right of the Proposer/Offeror to assert a claim against the County for disclosure of trade secrets or proprietary information. Proposer/Offeror shall be responsible for intervening and defending, at its expense, any demands made upon the County by third parties for production of any such items. D. RECEIPT OF PROPOSALS/LATE PROPOSALS: It is the Offerors responsibility to ensure that his/her proposal is received prior to or at the specific time and the place designated in the solicitation, Proposals received after the date and time specified shall not be considered. Proposals shall be addressed as indicated in the Advertisement for Proposals and shall be delivered, enclosed in a sealed envelope, marked "Proposal" and bearing the title of the work, name of the offeror, and the contractor's license number of the offeror. Offerors ‘hall clearly mark on the outside of the bid envelope which contract(s) they are bidding, No responsibility will be attached to any County personnel for the premature opening of a proposal not properly addressed and identified on the outside of a sealed envelope. Page 12 of 28.E, COOPERATIVE PROCUREMENT: 1. This procurement is being conducted on behalf of Louisa County, Virginia and other public bodies in accordance with the provisions of §2.2-4304 of the Virginia Public Procurement Act and §60-5.1 of the Louisa County Code. 2. approved by the Contractor, the contract resulting from this procurement may be used by other public bodies to purchase at contract prices and in accordance with the contract terms. The Contractor shall deal directly with any public body it approves to use the contract, 3, With the approval of the Contractor, any public body using the resultant contract has the option of executing a separate contract with the Contractor to add terms ‘and conditions required by statute, ordinances, ot regulations, or to remove terms and conditions which conflict with its governing statutes, ordinances, or regulations. If, when preparing such a contract, the general terms and conditions ofa public body are unacceptable to the Contractor, the Contractor may withdraw its extension of the award to that public body. 4, The County of Louisa, its officials and staff are not responsible for placement of orders, invoicing, payments, contractual disputes, or any other transactions between the Contractor and any other public bodies, and in no event shall the County, its officials or staff be responsible for any costs, damages or injury resulting to any party from use of a Louisa County contract: 5, Itis the Contractors responsibility to notify other public body(s) of the availability of the contract(s). PROPOSAL EVALUATION PROCESS: ‘The County of Louisa shall appoint a Selection Committee to review and evaluate all proposals submitted by Offerors responding to this REP. The proposals will be evaluated and ranked based on the Evaluation Criteria listed in Section V. The County of Louisa may ask top ranked Offerors to attend a presentation discussion as part of the evaluation process. Firms invited to the discussion should be prepared to have general discussions on non-binding estimates of cost to provide requested services. At the conclusion of the evaluation process, the County will Select one or more firms with whom final negotiations will be conducted in an effort to obtain a contract. Page 19 0f 28VI. PROPOSAL EVALUATION CRITERIA ‘The respondents will be evaluated on the following eriteria: 1. 20 points - Overall qualifications and experience of the firm, project team and any ‘subcontractors, including previous experience in providing these services. 2. 10 points - Project understanding and proposed methodology for completion of the project. 3. 0 points - Availability of support services (¢.g., phone support, meetings) when needed. 4. 10 points - Proposed schedule. 5. 40 points - Proposed cost for services. ‘The County reserves the right to evaluate any sources of information available. ‘The selection process shall be governed by and completed in accordance with the Louisa County Procurement Ordinance. If any provision of this Request for Proposal shall be found to be inconsistent or in conflict with such policy, the terms of the ordinance shall govern. ‘The County of Louisa reserves the right to reject any or all proposals. VII. COUNTY OF LOUISA STANDARD TERMS AND CONDITIONS See Appendix A. Louisa County does not accept changes to the County of Louisa, Virginia ‘Standard Terms and Conditions, and any attempt by the Offeror to make such changes is in itself reason for a proposal to be declared as non-responsive to the RFP and rejected by the County. Page 14 of 28APPENDIX A COUNTY OF LOUISA, VIRGINIA STANDARD TERMS AND CONDITIONS: General Provisions Ll Unless otherwise agreed to in a writing signed by the County Administrator for Louisa County, and approved as to form by the Louisa County Attorney, these Standard Terms and Conditions apply to and govern all purchases, regardless of the type of goods or services purchased, by the County of Louisa, Virginia (the “County”) from “Vendor”). (the 2. Defini 2.1 “Solicitation” means the vehicle by which the County solicited pricing, and if applicable other terms, by which it could acquire goods or services from Vendor, regardless of whether the vehicle was an Invitation for Bid, Request for Proposal, Request for Quote, telephone quote or any other means permissible under the Louisa County Code or Virginia law, 2.2 “Contract Documents” means ali documents that constitute any legal and binding agrecment between the Vendor and the County, including these Standard Terms and Conditions. 2.3 “Contract Period” means the time period from the time that Vendor first becomes legally bound to provide goods or services to the County in response toa Solicitation until all of Vendor's contractual obligations to the County, arising out the Solicitation, cease. 2.4 “Obligations” means any and all legal obligations of Vendor under any Contract Documents. 3. Laws of the Commonwealth 3.1 The Contract Documents shall be governed in all respects whether as to validity, construction, performance, or otherwise by the laws of the Commonwealth of Virginia and the Louisa County Code. Vendor represents and warrants to the County that during the Contract Period it: 8) Will comply and conform with the provisions of the Civil Rights Act of 1964, as amended, the Virginia Fair Employment Contracting Act of 1975, as amended, and the Virginia Human Rights Act, as amended, where applicable; b)_ Not employ illegal alien workers or otherwise violate the provisions of the Immigration Reform and Control Act of 1986; and Page 15 of 28¢) Comply with all federal, state and Jocal laws and regulations applicable to the performance of the services procured. Louisa County Policies 4.1 Inevery contract of over $10,000, the Vendor agrees during the Contract Period that Vendor: 8) Will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide ‘occupational qualification reasonably necessary to the normal operation of the Vendor; and 'b) Will post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause; and ¢) Will state that the Vendor is an equal opportunity employer in all solicitations or advertisements for employees placed by or on behalf of the Vendor to perform under the Contract Documents. All notices, advertisements, and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section; and 4) Will include the provisions of the foregoing subparagraphs in every subcontract or purchase order exceeding $10,000 issued by Vendor in order to fulfil its Obligations, so that the provisions will be binding upon each subcontractor or vendor employed by Vendor. 42 Inevery contract of aver $10,000, the Vendor agrees during the Contract Period the Vendor shall: a) Provide a drug-free workplace for its employees; b) Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in its workplace and specify the actions which will be taken against any employee for a violation; ©) State in all ofits solicitations or advertisements for employees that the Vendor maintains a drug-free workplace; and Page 16 of 284) Include the provisions of this sub-paragraph in every subcontract or purchase order of over $10,000, so that said provisions shall be binding upon each subcontractor or subvendor. ©) For purposes of this sub-paragraph, "drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Vendor under a Solicitation and in accordance with the Virginia Public Procurement Act and/or the Louisa County Code. 1) In addition to the provisions contained herein, the Vendor shall comply with the federal Drug Free Workplace Act. 4.3. Pursuant to Section 2.2-4343.1 of the Code of Virginia and Section 60-25 of the Louisa County Code, in all Solicitations, contracts, and purchase orders, the County does not discriminate against faith-based organizations. a) "Paith-based Orgenization" means a religious organization that is or applies to be a Vendor to provide goods or services for programs funded by the block grant provided pursuant to the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, PLL 104-193, b) If Vendor is a faith-based organization, then Vendor shall give to each, individual who applies for or receives goods, services, or disbursements provided pursuant to this Agreement the following notice in bold-face type: NOTICE Neither the County's selection of a charitable or faith-based provider of services nor the expenditure of funds under this contract is an endorsement of the provider's charitable or religious character, practices, or expression. No provider of services may discriminate Against you on the basis of religion, a religious belief, or your refusal to actively participate in a religious practice. If you object to a particular provider because of its religious character, you may request assignment to a different provider. f you believe that your rights have been violated, please discuss the complaint with your provider or notify the appropriate person as indicated in this form. 5. Certifications 5.1. ‘The Vendor certifies that Vendor’s response to the Solicitation: 4) Has been prepared without prior participation, understanding, ‘agreement, or connection with any corporation, firm or other person that is also submitting a bid/offer in response to the same Solicitation; Page 17 of 2852 53 54 55 b) Is in ll respects fair, without misrepresentations of fact, and free from collusion or fraud; ¢) Is in full compliance with the Virginia Conflicts of Interest Act; 4) Is oris intended to be competitive and free from any collusion with any person, firm or corporation; and. ©) Has been prepared without the benefit of being provided information not available to the general public, or other potential bidders, such as insider information known to County employees or other sources which may have gained such information from interaetion with County employees. ‘The Vendor has not offered or received any kickback from any other bidder or vendor, supplier, manufacturer, or subcontractor in connection with the bid/offer on this solicitation, A kickback is defined as an inducement for the award of a contract, subcontracts or order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged. Further, no person shall demand or receive any payment, loan, subscription, advance, and deposit of money, services or anything of value in retum for an agreement not to compete on a public contract; ‘The Vendor is not a party to nor has he participated in nor is obligated or otherwise bound by agreement, arrangement or other understanding with any person, firm or corporation relating to the exchange of information concerning bids, prices, terms or condition upon which the contract resulting from the acceptance of his bid proposal is to be performed: ‘The Vendor understands that collusive bidding is a violation of the Virginia Governmental Frauds Act and federal Law, and can result in fines, prison: sentences, and civil damage awards and agrees to abide by all conditions of this proposal; and ‘Neither Vendor, Vendor's subcontractors, nor any person acting on Vendor's behalf, have conferred, or will confer, on any public employee having official responsibility for a procurement transaction any payment, joan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged, Warranties 61 ‘The Vendor represents and warrants that it has the requisite experience, skills, capabilities, and manpower to perform the Obligations in a good and ‘workmanlike fashion, that it is a legal business entity chartered or authorized Page 18 of 2862 63 to do business in Virginia having all necessary licenses required by law, that the person signing any of the Contract Documents has been fully authorized to do so, and his signature will legally bind the Vendor to perform its Obligations. Any goods or services furnished by the Vendor under the Contract Documents shall be covered by the most favorable warranties provided by the Vendor to any customer, but in no event shall such warranty te less than one (1) year from date of completion of services or sale of goods, as applicable. ‘Vendor warrants to the County that all materials and equipment furnished shall be new, unless otherwise specified, and that Vendor's Work shall be of good quality, free from faults and defects and in strict conformance with the Contract Documents. All materials and work not conforming to these requicements, including substitutions not properly approved and authorized, may be considered defective, This warranty shall be in addition to, and not in limitation of, any other warranty or remedy required by law or by the Contract Documents. ‘The Vendor agrees that if warranties set forth in the Contract Documents ate in any respect breached, the Vendor will pay to the County the full contract price agreed to by the County to be paid for the supplies, materials, equipment or services furnished under the bid or proposal. These rights and remedies are in addition to and do not limit those rights and remedies otherwise available to the County. Modifications, Additions or Changes 7 Modifications, additions or changes to these terms and conditions may not be ‘made except in writing and agreed to by the County. No fixed priced contract may be increased by more than twenty-five (25) percent of the amount of the contract or $50,000, whichever is greater, without the approval of the County. ‘The amount of any contract may not be increased for any purpose without adequate consideration provided to the County. Procurement Code 81 Solicitations are subject to Chapter 60 of the Louisa County Code and any revisions, thereto, which are hereby incorporated into this contract in their entirety, ANY SOLICITATION OR CONTRACT DOCUMENTS THAT ARE ISSUED, REQUESTED OR EXECUTED IN VIOLATION OF LOUISA COUNTY CODE OR VIRGINIA LAW ARE VOID AB INTIO, ‘AND ARE OF NO EFFECT, REGARDLESS OF WHETHER ANY PURCHASE HAS BEEN MADE UNDER THE CONTRACT DOCUMENTS AND IRRESPECTIVE OF THE AMOUNT OR LENGTH OF VENDOR’S PERFORMANCE UNDER THE ‘CONTRACT DOCUMENTS, A current copy of the Louisa County Code is Page 19 of 28% 10. uu 2. 13. available at www.municode,com or for viewing at the Louisa County administration building during normal business hours. Bid Acceptance Period 9.1 Any bid in response to a Solicitation shall be valid for 60 days. At the end of the 60 days, the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time, it remains in effect until an award is ‘made or the Solicitation is cancelled. Indemnificat 10.1 The Vendor agrees to indemnify, defend and hold harmless the County and its officers, agents, and employees from any claims, damages and actions of any kkind or nature, whether at law or in equity, arising from or caused by (i) the use of any materials, goods, or equipment of any kind or nature furnished by the Vendor; (ii) any services of any kind or nature provided by the Vendor; or (ii) Vendor's performance of its Obligations, provided that such liability is not attributable to the sole negligence on the part of the County. Assignment 1d Audit 12.4 ‘Neither the Obligations nor the Contract Documents may be assigned, sublet, of transferred, in whole or in part, without the written consent of the County, “The Vendor hereby agrees to retain all books, records, and other documents relative to Vendor's Obligations and the Contract Documents for five (5) ‘years after final payment or after all other pending matters are closed, whichever is longer. The County and its authorized agents, state auditors, the ‘grantor of the funds to the County, the Comptroller of Virginia or of the United States, or any of their duly authorized representatives shall have access to any such books, documents, papers and records of the Vendor for the purpose of making audits, examinations, excerpts or transcriptions. Ownership of Documents 1B. Any reports, studies, photographs, negatives, or other documents prepared by ‘Vendor in the performance of its Obligations shall be remitted to the County by the Vendor, without demand therefore, upon the earliest of (7) completion of its Obligations; (ji) completion of the Contract Period; or (ji) termination, cancellation or expiration of the Contract Documents. Vendor shall not use, willingly allow or cause to have such materials used for any purpose other than performance of the Obligations without the prior written consent of the County. The County shall own the intellectual property rights to all materials produced under this Agreement. Page 20 0f 2814. 15. 16. Payment and Performance Bond 14. If Vendor's Obligations include construction, the amount of which exceeds $100,000, the Vendor shall furnish to the County the bonds required under Section 60-21 of the Louisa County Code and shall otherwise fully comply ‘with the requirements of such sections of the Code. The County reserves the right to require payment and/or performance bonds in the amount of the Obligations for any other projects, goods ot services, whether or not required by such sections of the Code. Required Payment 15.1 The Vendor covenants and agrees to: 2) Within seven (7) days after receipt of any amounts paid to the Vendor under the Agreement, ») pay any subcontractor for its proportionate share of the total payment received from the County attributable to the work under the Agreement performed by such subcontractor, or ©) notify the County and the subcontractor, in writing, of its intention to ‘withhold all ora part of the subcontractor’s payment and the reason therefore. 15.2. Vendor agrees to provide its federal employer identification number or social security number, as applicable, as a condition precedent to the County being requized to make any payment to the Vendor under the Contract Documents. 153. Vendor agrees to pay interest at the legal rate or such other rate as may be agreed to in writing by the subcontractor and the Vendor on all amounts owed by the Vendor that remain unpaid after seven (7) days following reecipt by the Vendor of payment from the County for work performed by the subcontractor in furtherance of Vendor meeting its Obligations to the County, exeept for amounts withheld pursuant to subparagraph 15.1(c) above. 15.4. Vendor agrees to include in its contracts with any and all subcontractors the requirements of 15.1(a), 15.1(b), and 15.1(¢) above. Liability Coverage 16.1 _ Unless otherwise expressly excepted in the Solicitation documents prepared by the County, the Vendor shall take out and maintain during the Contract Period such bodily injury, liability and property damage liability insurance as shall protect it and the County from claims for damages for personal injury, including death, as well as from claims for property damage, which could arise from Vendor’s performance of its Obligations. Such insurance shall at Page 21 of 28Jeast have the coverages and be in the amounts set forth in section 19 “{nsurance and Bond Requirements” set forth below and shall name the “Board of Supervisors of Louisa County, Virginia” and the “County of, Louisa, Virginia” as additional insureds. Such insurance must be issued by a company admitted to do business within the Commonwealth of Virginia end ‘with at least an AM Best rating of A~. Within 10 days after Vendor is awarded ‘contract in response to a Solicitation, and in no event later than the first day ‘on which Vendor provides goods or services to the County, the Vendor shall provide the County with a certificate of insurance showing such insurance to te in force and providing that the insurer shall give the County at least 30 dlays? notice prior to cancellation or other termination of such insurance. 17. Loss or Damage in Transit 1 Delivery by @ Vendor to a common carrier does not constitute delivery to the County. Any claim for loss or damage incurred during delivery shall be between the Vendor and the carrier. The County accepts title only when goods are received regardless of the F.O.B. point noted in the Solicitation or the Contract Documents. The receiving agency will note all apparent damages in transit on the freight bill and notify the Vendor. Discovery of concealed damages or loss will be reported by the receiving ageney to the carrier and the Vendor within 15 days of receipt and prior to removal from the point of delivery if possible. The Vendor shall make immediate replacement of the damaged or lost merchandise or be in default of the Contract Documents. It ‘shall be the Vendor’s responsibility to file a claim against the carrier. If damage is to a small quantity, with the approval of the agency, the Vendor ‘may deduct the amount of damage or loss from his or her invoice to the agency in lieu of replacement. 18. Freight 18.1 By signing any response to @ Solicitation the bidder certifies that the bid price(s) offered for F.O.B, destination include only the actual freight charges Ft the lowest and best rate arid is based upon the actual weight of the goods to be shipped. Freight charges are, therefore, established for each individual purchase. if a requirement is bid F.0-B. origin, the Vendor shall prepay the Charges and add the amount to the invoice. A copy of the freight bill should be attached to all invoices that include freight charges. In a solicitation specifying F.0.B. origin the County will consider freight cost in the evaluation of bids. 19. Insurance and Bond Requirements 19.1 ‘The Vendor shall maintain the following insurance to protect it from claims that could arise from performance of the Obligations, including claims (1) under the Workmen’s Compensation Act; (ii) for personal injury, including death; and (iii) for damage to property, regardless of whether such claims Page 22 of 28,arise out of Vendor’s actions of inactions, or those of Vendor's subcontractor of other persons directly or indirectly employed by either of them: 8) Worker’s Compensation and Employer's Liability. Vendor shall procure and maintain Worker’s Compensation and Employer's Liability Insurance covering all of its employees in conformance with the laws of any state, district or territory of the United States of ‘Ametica in which work towards meeting Vendor’s Obligations are to be performed. Such insurance shall not have a limit of liability less than the following: Statutory requirements and benefits. Coverage is compulsory for employers of three ot more employees, to include the employer. Contractors who fail to notify the County of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract. Employer’s Liability -$100,000. 6) Commercial General Liability Insurance, ‘This coverage shall include contractual liability, underground hazard, explosion and collapse, hazard, property damage, independent Vendor, and personal injury insurance in support of section 10 of this Agreement entitled “Indemnification”. ‘This policy shall be endorsed te slude the County as additional insured’s during the Contract Period and shall state that this insurance is primary insurance as regards any other insurance carried by the County. Vendor shall procure and maintain Public Liability Insurance in an amount not less than: a) $1,000,000 for each occurrence involving bodily injurys ') $1,000,000 for each occurrence involving property damages ¢) $2,000,000 aggregate limits. ©) Comprehensive Automobile Liability. Vendor shall procure and maintain Comprehensive Automobile Liability Insurance covering all automobiles, trucks, tractors, trailers, or other automobile equipment, whether owned, not owned, or hited by the Vendor, with the following limits: 18) $1,000,000 for each occurrence involving personal injury; b) $1,000,000 for each occurrence involving property damage. 4) The Vendor shall purchase and maintain insurance coverage in a sufficient amount to cover all potential claims on his tools, equipment and machinery. 19.2 The County reserves the right to require insurance of any Vendor in greater amounts provided notice of such requirements is stated in the solicitation. Page 23 of 2820. a. 2. 19.3 All insurance policies required under this paragraph, or otherwise required by the Solicitation or Contract Documents, shall include a clause waiving any and all subrogation rights against the County. 19.4 Insurance policies shall provide for notification to the County of non-payment of any premium and shall give the County the right to make the premium payment thereunder within a reasonable time, if the insurance policy isin danger of lapsing during the Contract Period. Any premium payments made by the County shall be dedueted from amounts due Vendor under the Contract. Compliance With Laws 20.1 All work performed shall be in accordance with all local, state and federal ‘codes, laws and regulations, including but not limited to: Virginia Conflict of Interest Act, Virginia Fair Employment Contracting Act, Virginia Freedom of Information Act, Virginia Prompt Payment Act, the Virginia Public Procurement Act, and the Louisa County Code. No Waiver 211 Any failure of the County to demand rigid adherence to one o more of the terms of the Contract Documents, on one or more occasions, shall not be construed as a waiver nor deprive the County of the right to insist upon striet ‘compliance with the terms of the Contract Documents. Moreover, itis the County’s position and Vendor hereby agrees that the legal theories of Implied Waiver, Statute of Limitation, Estoppel, and Laches do not apply as defenses that the Vendor may assert in any action by the County. Any waiver of a term of this Agreement, in whole or in part, must be in writing and signed by the party granting the waiver to be effective, ‘Termination and Cancellation 22.1. ‘The County shall have the unilateral right to terminate any contract with Vendor for default on the terms of that contract, or any other contract between the Vendor and the County. 22.2 The County has the unilateral right to cancel and terminate any contract with Vendor, in whole or in part, without penalty, merely out of convenience, and shall require no breach of contract by Vendor as a condition of termination. This right of termination for convenience may be exercised at the sole unconditional discretion of the County. If a contract is terminated in whole or in part for the convenience of the County, the Vendor shall be paid the contracted price for the service or goods actually provided or rendered up to the date of the termination of the respective contract, but shall not be paid any ‘other fees or lost profits age 24 of 2824. 25, 26. 21. 22.3. Any contract cancellation notice shall not relieve the Vendor of the obligation to perform on all outstanding orders issued prior to the effective date of cancellation. Availability of Funds 23.1 tis understood and agreed between the parties herein that the County shall be ound hereunder only to the extent of the funds available and duly appropriated or which may hereafter become available and duly appropriated for the purpose of fulfilling the County’ obligations with respect to the ‘Contract Documents. Billing, Method of Payment and Offset Rights 24.1 Billing shall be done monthly based on the contracted rate bid by the Vendor and submitted to the Louisa County Administration Department. The County will remit payment within 30 days of receipt of a correct invoice. Incorrect invoices shall be subject to correction and/or rejection by the Louisa County Administration Department. 24.2 Vendor agrees that the County has the unilateral right to offset any bill submitted to County by Vendor, or any payment owed to Vendor by the County, by any amount due to the County from Vendor pursuant to the Contract Documents, or any other agreement, contract or transaction between County and Vendor. ‘Vax Exemption 25.1 The County of Louisa, as a political subdivision of the Commonwealth of Virginia, is exempt from any Federal excise tax and Virginia sales and use tax. The county of Louisa’s tax identification number is 54-6001398. Work Site Damages 26.1 Any damages, including damage to finished surfaces, resulting from Vendor's performance of its Obligations shall be repaired to the satisfaction of the County at the Vendor's expense. Choice of Law 27.1 To ensure uniformity of the enforcement of the Contract Documents, and irrespective of the fact that either of the parties now is, or may become, resident of a different state, this Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia and of Louisa County without regard to their principles of conflicts of law, Page 26 012828. 29, 30. 3. Forum Selection 28.1 28.2 Vendor agrees, and submits, to sole and exclusive jurisdiction and venue in the General District or Circuit Courts of Louisa County, Virginia for resolution of any and all claims, causes of action or disputes between Vendor ‘and the County. The Vendor agrees hereby to waive any jurisdictional or venue defenses related to any such action brought in the courts of Louisa County, and further agrees to not remove or file any such action in Federal Court Vendor agrees that service by registered mail to the address set forth in Paragraph 31.1 of these Standard Terms and Conditions shall constitute sufficient service of process for any sueh action. Severability 29.1 If any provision of any one, or all of the Contract Documents is held to be illegal, invalid, or unenforceable, or is found to be against public policy for any reason, such provision shall be fully severable and the remainder of the ‘Contract Documents shall be construed and enforced as if such illegal, invalid, ot unenforceable provision had never been part of the Contract Documents, and the remaining provisions of the Contract Documents shall remain in full force and effect and shall not be affected by the illegal, invalid, or unenforceable provision, ot by its severance. Attorneys’ Fees 30.1 Should the County employ an attorney to either (i) institute and maintain a suit against Vendor arising out of the Contract Documents or Vendor’s Obligations; (i) assist in enforcing or defending any of the County's rights under the Contract Documents; (ji) protect the County's interest in any matter arising under a contract with Vendor; (iv) collect damages for the breach of a contract or any other amounts owed to the County; or (v) recover on a surety bond given by the Vendor, then the County shall be entitled to recover its attorneys? fees, costs, charges, and expenses expended or incurred therein from the Vendor if the County prevails in court, regardless whether the County recovers at law or in equity. Notices 34d [All requests, notices and other communications required or permitted to be given under the Contract Documents shall be in writing, Delivery of a notice shall be deemed to have been made when such notice is either: a) Duly mailed by first-class mail, postage prepaid, return receipt requested, or any comparable or supetior postal or air courier service then in effect; or Page 28 of 28b) Transmitted by hand delivery, telegram, telex, telecopy or facsimile transmission, to the party entitled to receive the same at the address indicated below or at such other address as such party shall have specified by written notice to the other party. Notices to the County shall be sent to: ‘County Administrator Louisa County P.O, Box 160 Louisa, VA 23093 With a copy to: County Attorney Louisa County P.O. Box 160 Louisa, VA 23093 32. Contractual Claims Procedure 32.1 32.2 32.3 Contractual claims or disputes by Vendor against the County, whether for money or other relief, except for claims or disputes exempted by law from the procedure set forth herein, shall be submitted in writing no later than sixty (60) days after final payment; provided, however, that Vendor shall give the County written notice of its intention to file a claim or dispute within fifteen (15) days after the occurrence upon which the claim or dispute shall be based. “Any written notice of Vendors intention to file such a claim or dispute need not detail the amount of the claim, but shall state the facts and/or issues relating to the claim in sufficient detail to identify the claim, together with its character and scope. Whether or not Vendor files such written notice, Vendor shall proceed with the work as directed. If Vendor fails to make its claim or dispute, or fails to give notice of its intention to do so as provided herein, then such claim or dispute shall be deemed forfeited. ‘The County, upon receipt of a detailed claim, may at any time render its decision and shall render such decision within one hundred twenty (120) days of final payment, Each such decision rendered shall be forwarded to the Vendor by written notice. Ifthe Vendor disagrees with the decision of the County concerning any pending claim, the Vendor shall promptly notify the County by writen notice that the Vendor is proceeding with the work under protest. Any claim not resolved, whether by failure of the Vendor to accept the decision of the County or under a written notice of Vendor's intention to file a claim or a detailed claim not acted upon by the governing body of the County, shall be specifically exempt by the Vendor from payment request, whether progress or final, Pendency of claims shall not delay payment of amounts agreed due in the final payment. Page 27 of 2832.4 The County’s decision on contractual claims shall be final and conclusiv unless the Vendor appeals within six months of the date of the final decision on the claim by instituting legal action in the appropriate court. 33. Correction of Defective Work 33.1 Vendor shall promptly replace or correct any work or materials which County rejects as failing to conform to the requirements of the Contract Documents. If Vendor does not do so within a reasonable time, County shall have the right to replace or correct the defective work or materials and Vendor shall be liable to County for the cost thereof. If, in the opinion of County, it is not expedient to correct or replace all ot any patt of rejected work or materials, then County, at its option, may deduet from the payment due, or to become due, to Vendor such amounts as, in County’s judgment, will represent the higher of: (i) the difference between the fair value of the rejected work and materials and the value thereof, if the work had complied with the Contract Documents; or (ii) the cost of correction, 34. County Attorney Approval 34.1 These Terms and Conditions, in their standard form, have been reviewed and approved as to form by the Louisa County Attomey. Any alterations to these ‘Terms and Conditions by Vendor are invalid without subsequent review and approval as to form by the Louisa County Attorney. agree to these terms and conditions, and understand that they apply to and govern all purchases, regardiess of the type of goods or services purchased, by the County of Louisa, Virginia from Vendor. Name Title Signature Vendor Date Page 28 of 28COUNTY OF LOUISA Finance Department REQUEST FOR PROPOSAL (RFP) #TR-18-01 ADDENDUM NUMBER | Date: January 29, 2018 Title: Banking Services ‘Question: Please provide a list of items, schedule of requirements, scope of work, terms of reference, bill of materials required for this solicitation, ‘Answer: Allof the information requested can be found in the REP, between pages 5 and 14, The REP itself is available on eVA and on the Louisa County website. Question: Names of sunt that wl be cligible to participate in this tender. ‘Answer: Companies outside of the USA ean apply, so long as they are authorized to do business in Virginia (RFP section I) A) 6)) and meet the transportation requirements. ‘Question: Please provide Information about the Tendering Procedure and Guidelines ‘Answer: Please refer to the RFP. ‘Question: Please provide Estimated Budget for this Purchase “Answer: The budget is not being provided for this project. Question: Please provide Any Extension of Bidding Deadline? \swer: There will not be an extension of the proposal due date. Paper copies of proposals are due by Thursday, February 8, 2018 and 3:30 p.m, local prevailing time. Question: Could we please receive a copy of recent analysis statements, which outline the balance, activity type and activity volumes as described in #8 (Analysis Services) of the “Scope of Services” on page 8 of the RFP? I would understand if the incumbent bank's unit pricing, total charges, earings credit and net analysis fees were to be redacted ifsuch materials are not possible for distribution, could you please disclose the average monthly figures for each of the eleven accounts in the following categories: Average collected balance Number of checks written ‘Number of deposits ‘Number of deposited items ‘Total ACH Credits and Debits received 1 Woolfolk Avenue « Post Office Box 160 « Louisa, Virginia 23093, (540) 967-0401 « (866) 325-4131Total ACH files originated Total Incoming Wires (Domestic and Intemational) Total Outgoing Wires (Domestic and International) Total Cash Deposited Answer: Please see attached spreadsheet. Question: jtem #7 (Change/Currency Order Services) on page 7 describes the need for change orders for your cashiers. How often are change orders made with, and picked up at, the incumbent bank? What is the average size of the order placed? In the case of proposals which include transportation services, in lieu of a branch location in the County of Louisa, would the County consider consolidating their orders in larger, less frequent deliveries? “Answer: The County no longer utilized these serviees, please disregard them from this solicitation. Question: Can monthly merchant services statements be provided in order to develop a response to Item # 9 (Credit Card Services) on page 8? It would be helpful to look at a range of months, which would include a peak volume, low volume and average volume statement cycle. ‘Answer: Please see attached merchant services statement. Question: Which of the eleven accounts outlined on pages S and 6 of the REP are currently enrolled in the County’s existing Positive Pay services? Answer: The County and School accounts, Question: Does the county currently utilize ACH Positive Pay services or an ACH Block on any of their accounts? If'so, can you please describe which account(s) is/are covered by which service? Answer: Please see attached spreadsheet. Question: Item #17 (Transportation Services) on page 8 outlines the pickup schedule required for all respondents to this REP without a local branch. Can you, please, state the average number of deposits to be picked up each day, both during the peak season (November 1 - December 31) and throughout the remainder of the year? How much currency is expected, on average, with each pick up? Also, would these pickups be made from the same location or multiple locations? ‘Answer: For most of the year, there are 7-8 deposits daily. During the summer that drops to 1-2 daily. The pickup is a single location, the Louisa County Administration Building. Question: The Offeror’s Instructions indicate that the proposal should not exceed 30 pages in length? Does this include items such as a cover sheet, attachments and/or addendum information to supplement the response? ‘Answer: ‘The total length of the proposal will not be limited to 30 pages, however, each proposal should be concise. Question: Would the County entertain bids from Financial Institutions that have an interest in only one ot two specific services? For example, if Fulton Bank was interested in bidding on only the Lockbox and Merchant Services, would the County of Louisa entertain that bid? Answer: No. 1 Woolfolk Avenue « Post Office Box 160 « Louisa, Virginia 23093 (540) 967-0401 » (866) 325-4131‘Question: Is the County able to share two months of Account Analysis statements? Answer: Please see attached spreadsheet, Question: If AA statements are not available, will the County provide average balances for the accounts? Answer: Please see attached spreadsheet. Question: Does the County currently utilize Remote Deposit Capture? If so, what are the volumes and how many scanners do you currently have or would need? If not, are you open to utilizing Remote Deposit Capture to process check deposits in your office? “Answer: We do not currently utilize Remote Capture, but are open to hearing your firm’s suggestions. Question: Approximately, how many checks are cashed in a branch each month? What is the County’s current ACH Origination daily limit? Answer: Please see attached spreadsheet. Question: Please provide file specifications for Accounts Receivable software. ‘Answer: We don’t eurrently require file specifications for our Accounts Receivable software. Question: Do your remittances have a scanline? a, Ifnecessary, are you open to making changes to the scanline and/or adding a scanline? . May we see samples of the remittances? Answer: We do not currently have remittances. Question: Do you use a night drop for payment drop off? If so, is it heavily utilized? ‘Answer: If not local, the bank is required to provide a courier service, as stated on page 8 of the RFP. Question: Are you open to using online exceptions for items that we may not know how to process? 1, How will you want correspondence handled? ', How will you want a check only payment handled? ‘Answer: Yes, correspondence and check only payment will be handled by email. Question: Is there an end of day time requirement for file and report availability? Answer: Yes Question: Do you have a need for the ability to Stop payments? Answer: Yes 1 Woolfolk Avenue « Post Office Box 160 « Louisa, Virginia 23093 (540) 967-0401 « (866) 325-4131‘Question: Do you require more than one mail pickup? ‘Answer: No, deposit pickups would be once daily. Question: Files and reports are delivered to a secure bank website for researching and downloading. Is this an acceptable delivery method? Answer: Yes Question: Would you like the AR posting file and reports to include ACH, credit and debit card payments? ‘Answer: No, those reports should be separate. ‘Question: What credit card terminals (equipment) are currently used by the County? 8, Make ‘b. Model c. Quantity of each 4, Are pin-peds used? Ifyes, how many and what make and models ‘Answer: The County currently has four Magtek USB credit card swipes, part # 21040109. ‘We would like to upgrade to terminals. Question: Are the current terminals able to accept chip cards (EMV)? Answer: Please see above. Question: How are the current terminals connected for processing and what is the breakdown? aP b. Dial Answer: Please See above Question: What is the breakdown of the 1.3M in annual payments by account? ‘Answer: Please see attached merchant services statement, Question: What is the breakdown of number of eredit card transactions by aecount? ‘Answer: Please see attached merchant services statement, Question: Is there any convenience fee billed to the customer for eredit card transactions? Answer: Yes Question: Are credit card payments processed on line? If yes, how are they currently processed? Answer: Yes, through PayPal. Question: How long does it take for credit card transactions to be deposited to the County? ‘Answer: They are deposited within 24 hours or on the next day, Question: Are any POS systems or payment platforms currently being used by the County for credit card payments? If yes, what software is used? ‘Answer: Yes, we utilize Velocity and ontine through PayPal. 1 Woolfolk Avenue « Post Office Box 160 « Louisa, Virginia 23093 (540) 967-0401 « (866) 325-4131Question: Are copies of current processing statements available? Answer: Please see attached merchant services statement. Question: In order to ensure all RFP respondents are using the same data in calculating service charges, would the County be willing to provide all respondents with copies of the ‘most revent statement for each proposed account, including any account analysis where applicable? Please see attached spreadsheet. Answer: Question: With regard to the Human Services Special Welfare checking aecount, are the 50 checks per year written in relatively even numbers over 12 months, or are they concentrated in select months? Answer: Please see attached spreadsheet. Question: Would the County be willing to provide additional details as to its current and anticipated use of EDI services so respondents can concentrate responses on the most appropriate EDI channels? Fssex Bank utilizes several different channels for EDI services based on customer need, and we would like to tailor our response toward how the County would be using these services. ‘Answer: We are currently notified through EDI on all State and Federal monies deposited into the County, School and Human Services accounts, Question: So that respondents can provide accurate quotes, will the County provide respondents swith the number of credit card terminals required for operations and sample credit card statements? ‘Answer: We require four terminals, For the statements, please see attached merchant statement. ATTACHMENT! 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Amat You Submited event sige Senos penateas unde ‘mount see 923486. s00s.2 rase2t yeaross 3230958 zs signs. saa? 15480 5255.70 short ‘sisse $2005 900.18 S168 3198.25 240.02 $769.80 $1723.28 siearas saa. sez seea4o 9.98697 $181.00 sa0s5.20 sso sop173 $50,678.79 ete ta plex parcaYOUR CARD PROCESSING STATEMENT sehanienser tarts ere capaci? Sea Sones Yate Seon TH tien Po re 10 : effete geenenig eee eee — en tet iter Yo Stet Aan ots rn Met saan Nee suas 8 1 cee = wef ees OR SS Sh a3 a eee ae Po 8 eS % 4 is e eg 3 a8 8 ie Bt 3 8 3B Teta a tatgmean 8 e297 siotsasas oduct) hat sect erty ot, «Set ae SRRa —Aguanns oom cont sume ae a ama ase ene pe Ser ire fee te te xine ‘we a tae tare se te me a tons i rr rr sins ‘eae ge em Ene ‘are goa et aate rare rr a sie ‘ne Fn rr rr Sase ‘re sme tw ‘eee ines neo tO sass ners a rr Sau ‘ae gee tem rd ine yan ae Hama tore ee tm tio wore a Stan are on a ‘sum ‘ine ee ti ee tito tE tno San Mare se Bl Ses vie awe eB sae ‘are = Ul asi vee x le eras “are Geren ita tam ema Sus va eo ara ars rr sons aoe a fer Teta sums am tem S19 snes 0 Box 1688, Aue, TX T87OO-8EER ‘esonaaigoodot/7ze06a/AaP004xCPINo93/B0909/00151560197 26 0wn “YouR GARD PROCESSING STATEMENT. MerchantNunber ___1027041501409766 Proe ts ‘aniomar Sandee ~~ Websie - BusnessTiaak comb Staton Pavied TAG BIB : Sukie {och Salon Yons Subtle + Fatal Aruna Yau Sb ‘Tot Grows Sales You Subitt Retunds “oa Amount You Submited ‘card Tyne ‘ee ome, Aovount ams ‘Amount toms ‘Amount Masercan ssunay 88 semmm 0 aco ue sonanee Vin ane groan 8 rd serensts Besover an ‘38 mo oo Beer 3.8 om 8 om 8 eo es tm 8 feo om 8 ean BREE a Bal coed ee oo 8 om Teal cya sevgra gs aan’ (S78 ES Saraarios sunt Subniiid « Thint Pani) + CheegebacksiRevarcale & Adjusinents + Fees Changed = Ato Fun Dale Baten Submited ——_TakParty_—_Chargsbaca! ate Funded subritied Number saumed ——sranartons “Temesaln” Adjustments FoesChavged” Fane Peer nove 1097595 m0 ow 000 a0 sias7s33 ronan Sanoeat 0 a0 oo -$585009 S538 ‘a0are 078865 «a0 a0 00 ‘00 ssavssas ‘aan 2581040 0 00 00 ca Seni ‘2006 eaaesor on ‘0 ‘00 a0 Scamor tava sim. 65 ‘00 200 0 00 stoners one seis ‘00 00 3. 00 ‘2186842 rows Horas ano 00 30 00 sor rane faaen 00 00 5.00 oso Sasa 13 tera Sam om 00 co a0 21037 ‘anins ‘iaran 00 oa om 0 erst ‘onan siomee 00 eo 0 00 sss ‘anane feyeree co 00 a0 on0 seyer2 ‘onan 5059 00 00 00 oo ‘S00 fener sas 00 00 aco 90 288503 tana seaszst 900 0 aco 800 Eosasr ‘aia fe.:600 00 200 0 00 sesrac0 ‘anne Srasz0 200 00 0 0 S870 ‘ansns 0022 co 00 00 00 32 ‘anos saws a0 ‘0 ‘00 200 sSevoae ava seoress ow 00 00 om fiaress faaane ‘esse 000 209 ‘00 oo fast ‘onan asso a0 000 ‘00 9 s2asceo ‘apa $001.9 aco 00 ano 00 300139 ‘ns ‘9382 co ‘09 o.00 oo ‘ose ‘20848 968.08 0 00 0 0 $960.8 tears e053 a0 200 00 om e003 saan sias02t oo 209 ‘00 om siseo2 ‘e996 iasise co 000 ‘00 mo ‘2046 stares 0 00 00 200 ‘aoe sia 00 0 00 ca Total surasris 0.00 ooo ooo 45.8263 060,410.02 Po oe 1068, Amin, TX 78760-8508 1994099/000001/738791/A2P0041CPIN003/2435 100141598427 359 09BS _YourCarn PROCESSING STATEMENT 5 recranttumber __1927041s01489766 Poe 30f8 3 isomer Senice— Websie -BusressTrackeom = Phare -600400-7161 feted sates Yin Shebuiend «Soins = Teta Amma Yon Yobie otal rss Glos You Subitod tints ‘ots! Amount You Subwatled ‘cana type ‘eka Moms Amount tems ‘Amount tom Aenount srt snp 30 sacra 090 we pieaoraa Vea Sree @ Sane og fm Seisto98 Dioner 308 00. 8 oe ‘D0 Dine bm 8 om 8 oo oo Si a om 8 om” oO om 00 ‘erica Expos oo 0 i) om 4 Gon Total 112 sagertss 0 600 42 siggrisa amu Sebmitiod - Tht Poaty} © Chaxyetinek sRivonsti eos Absurd = Anna Fn Date atch ‘Submited ——_ThiedParty—_Chargebocks ate Eudes submited Number ‘smut Trameacione, Reveals” Adslmonts eas Ghargeut —Furtod Pncemt ouowi7 342198 a0 000 00 000 $521.98 ‘107 303.85 00 900 800 s15a1218 sig9in33 onos7 20037 0.00 000 000 000 ‘9219837 owoarez 00742 ‘000 000 909 200 seurde oyoe7 geamer 00 090 000 0.00 232087 ov0wi7 srostes 200 000 00 0.00 S793 ‘won? s05807 0.00 800 500 ‘090 senior ‘ovo7 i077 0.00 00 90 0.00 ui077 uo see0a2 000 ono 900 oon saa oui? ‘8037 00 200 000 000 ‘00373 over? 550705 oon 000 200 0.00 507.05 owen signer 900 ‘000 oo 2.00 siarear ona S090. 900 ‘00 00 200 ‘sooo. ovzo7 soa 900 00 oo 2.00 ‘5282 oun? $2028 000 00 200 2.00 2236 onan? s70180 00 000 oo 9.00 S701 ouevi7 sures 00 000 ono 000 arose una S218677 oo oo 000 0.00 321557 owe 5480.28 200 ‘00 0.00 00 $4039 owner? sriece om 00 000 200 s71088 ont shovere 000 00 oo om shore oie sient 000 200 00 300 si7ea0t yan? fasa20 00 00 co 902 so0320 ovat? 926.08 000 00 000 o> S1e6c4 our sas 000 00 0.00 00 s348204 Total s96t133 0.00 0.00 poo 31531218 $24,200.15 Gusto is es changes bay veda Lon por period rp oer GESANT Sibi Submited astcard Ves Discover Diners Amotian pass Subd ‘eis oommsarén0 Haase‘ $221640 200 000 200 942196 cvwstr —somccoemn 0 ‘0585 200 rs 09 2655 veer? oottoereoo ssssn0 seus 00 om 000 soar POBox 1856, Aue TX To7BO.8568 ‘86481 Yo00001/75008a/AaPo041CPINOUNEASTBIOOTO/S7367 218 03= “Your Caro Processing STATEMENT = = sconanttumoar __10zvo4rsor4ss7e0 Pane 38 FS Sianai Senico — Wobate- uthusstinccean ‘Setoinent Paced ‘coma =a = eo hone enpwat 161 Se eee - SRT 020 5 : fede ols Yay Subnated Pent Tosi Aron You Seba) ‘laws Sls You Subrtad etn “alat Anount You Suit rows cates ie hone sanoant tone Aunt tone Aout teed seuesst 1 seusoa1 et See 8 ee 08a fete aa ie coo ater fe $ oes 5 8 $ os reren re : cae um tite $ ite ja ogee sates rvecin! Suid - Til Paty + ChovgebackaRowerats + juss Feus Changed peach ——~=—«Submied—‘ThidPaty_—_ Charged ats fundes subd ono ny Cae Adjustments FeeoChargt Funded iro ovat sioutze 00 200 000 008 siouae coca? ‘ose S00 oe fo usta Stooae cout inet ae 300 209 co ‘pra ‘acer? sera a0 09 Soo oun serra vane? ire oo owe 00 oon ferret torent fiasen oo oo oo ono nse count acount oo» ote 20 00 gaan cane ene ooo 00 ooo 00 rouse covet sane a0 oo 09 00 store sara new oo cee 200 os forier ona Same 00 oto 00 200 sarase conan tonto om 00 ow 8 ‘eon cana stares 00 00 09 200 stecoss cone Srreeas a 00 03 oom Sires onmnr pared 20 on 0 O00 sartare sana Houta So- 8m ooo oo Staseee nen? Bisons oto 00 ee $00 Seamest canna Serco om $00 oe 200 ‘son conta ese 00 om 00 ooo Serco aman ayes eo oto ‘00 oo set for? Ecoe ave oan bes rd feecan ven Beaune avs 00 ooo oc fours vost soon ce oo oe om Boom aan? serisos 00 om S00 oe Eerie azn Sizneao 00 00 ‘0 ceo Sisses0 aan Staves 00 200 oan ooo Sinan Total 14,9053 0 00 ooo -$454221 s70014 >a es ga ny ote i pot 0. 1958, Ausin, TX T87EO-E553 ‘9644521000001/760387/A3P0041CPINGONG4525/0010/972781 219 03CM “Youle GaRD Processing Stan Morevant Number Goetomer Serco ate Subittes caw? sanais7 ccuoain7 ait? ‘3077 sow anai7 coon oan? 097 oan carta? cure? ants? vanmnr ota? anon anon ose? osnan7 owears7 oapaiir ues? za? vavear? oso? oxo Total Phone «1-800-430-7161 Pagesote s9270416014987665 ‘Website BusinocsTrack cont (Potal Sales You Subsite - afar otal Gross Sles You Submitid atunes ‘Amount pase saiaaest 00 ‘ te. 8 ° 0. tom bo0 eee SERUM ks Sibnitad —_ThiedParty Chargeback! vamoum ——‘Traneactions"Roveresia Adjustments stsesae 000 owe 00 s1t6285 000 900 00 se1040 009 ‘000 oo s7se37 000 00 Do $365820 000 200 oa 909.28 000 00 000 290281 00 00 oo $501.28 000 00 000 ey 00 2.00 0.00 sier72 000 00 200 240.98 900 ‘000 200 sraea 000 00 800 sures 9.00 00 bao s23088 oo 000 co $008.5 00 00 000 sons 00 200 200 sav 200 0 0.00 20878 00 00 0.00 27674 000 00 00 ssgz0s oo 00 00 5137078 a 00 2.00 S188 56 000 m0 900 syaoaot 9.00 200 200 wastes a0 000 00 ‘S785 00 000 0.00 ‘002 00 909 000 sasr37 00 00 0.90 $95,730.71 0.00 0.00 0.00 .0, Box 8588, At, TX 70760-3868 Tosa aunt You Sub ‘Aaunt ove Charge? -sis0382 00 900 0.00 00 00 $1508.82 ean east? Tole Amount You Subitied 23214 seaaaear bo 2a 800 “ose rser. Fundes Funded si g2ss2 “$340.89 391040 sra00.7 $9550.30 ‘$4900.28 sp8281 scot siget13 sor $208 85 sza68 5860 Sz2055 sia6.5 st73 suo 203.76 ser ssni9705 37078 S188 8 siamss su5n0s ‘sora. 0024 $0873 934,226.69 ‘9¢2661/0000037775289/A3PO041CPINOOS62209/0010/967849 247 03OUKNN YOUR CARD. PROCESSING STATEMENT Merchant Number 1927061501405766 Page 3017 ‘Gisiomer Sonica Websto- BusinenaTiaek oars ‘Satement Period Phone 1-000-430-718, ee See ‘ (Hosa etn > Yost aman Yo Sh “ot Goes Sts You Submited ats card Tye “rok ‘Amount toms ‘Amount Mssecae ss seorome 000 Ven See saat 0 Dicver co ‘09 ooo ree to fi a0 ra oo 0 389 Tntedcan Expos, on $0 00, Total | Hea 00 tasonun Submited ~ Thad Pory) + ChasgebaskslRevensais + Adjust ‘ bate Baten ‘Submited _ThirdParty—Ghargebacks! submited Number somites sranmactions Reveeele Adjustments Fees Chorpedt ouvir 38008 000 00 oo 200 ower $3584.30 0.99 900 00 $4951.08 osostr $3479. 2.00 00 oon aco oanaiir searzse 00 900 1.00 oo seect7 5180423 ‘000 000 0.00 00 uowt 234s 00 000 2.00 200 fouori7 910068 0.00 000 200 ‘000 ‘soar? somes 0.00 000 000 00 wow esr 000 200 00 00 ownor7 $1038.28 000 000 Da 00 oaini7 Stees01 0.00 00 20 ‘00 wean ‘S270 9.00 00 999 200 aurant 208 900 900 00 000 owner ssr.00 000 00 bo 00 outs? se010.12 Doo 2.00 9800 200 owen? sizaTt 0 000 000 000 ourrnr $203.80 0 00 00 a> ‘ouian? si07ass 000 00 000 00 owner? om 090 000 om ono? 000 00 00 00 oni? sauna 000 00 8.90 00 owzant? 357538 000 000 0.00 om uae 1620 00 00 00 00 4267 4.20830 200 ooo 2.00 000 owner? ‘0224 000 oo 000 00 wz? $519.15 200 00 00 900 owvar7 sass 8.00 om om 1.00 ago? ‘6445 000 00 000 000 Total $48,348.69 0.00 0.00 0.00 $4,991.08 1,0, Box 18608, etn, 1 78760-9568 ‘Bajo TTT = OAS ‘otal Amount You Sbraitied tos 2 5 5 8 a7 wis Funded Amount searose ss anced mount 459008 $2383.08 sarge sear2st 4904.23 $2198.48 sis008s ssoan 4a ‘so07at 530828 ‘$490501 ‘$270 yao saa700 s2p00.72 2471 $205.98 sig7ee3 8240270 ‘00s sea $575.99 0520 sazae30 onze $510.45 98123 sists sa7t4ss ‘seas yooooo1/784204/AaPo041CPINo03/sb884%0010/367649 2040wi ‘YOUR CARD PROCESSING STATEMENT Merchant Numbor s927041501409785 Pago 307 Gastomer Service cara Type ested Dacovar Dice ms ‘vecan Expos Total (aves ate suboattes soar? os0a7 sali? ‘sie? ‘ostett? sow? 09/77 oston7 asin owian? ova osnei7 ost? oan ovieni7 eran oxnait? pst? oman? oer? se wna? sent? ssa? oss Total Subueet teh Nobae ‘Webale - BusinosaTiack com pone 1-200-430-7181 Rone eee ate Subeited osm osoarir ‘0x7 MastorCard vies $373.08 ssriar s883.91 sraieo 9099 s107a.01 P.0, Bow 18558, Aue, TX 791608669 Discover ace 00 900 ‘672so/ov0n01/796400/A3P0041CPIN003/57224/0010/269499 208 03 Diners American exprees 000 000 2.00 aps Ranibed) ‘otal Amount You Svbitted ome Amount sasiaao sangsrat 00 ‘00 on. O00 n s29.451.67 eeooRs ale Puna undo mount 1275 s12%8.at 3108.0 1202 s3arrso S143 ssa $4051.99 0440 s383 ‘e907 simae 9087 sharssr 90343 359894 2.7801 ‘088 $51.69 264.7 2720 siaanat syeza0t 0 sun0st $27,974.00 (Total Soles You Sabin - aloud Tal anovant You “ota! Gress Sates You Subd Retard oa ‘Amount Nome Amount sasuso 0 00 seoasiar 0 8.00 O00. 0D 800 om} 800 img ooo a) S00 poasis7 00 Thin ksiftevansll. + Adjusinana + Fem Chala = Anon Funvtad Submited Tul Party chargebacks! ‘Aout Tanaarone Revoreslz” Adjustments Foes Charged sipuise 00 om 00 starrer 120531 00 200 000 000 190830 2.00 900 0.00 0.00 soma ‘00 0.09 0.00 00 spars 0.00 009 00 00 sna 0.00 000 on 200 ses 0.00 000 00 8.00 ‘$4001.98 0.00 000 00 a0 ‘$o0849 200 00 200 0.00 sais 000 00 009 00 4907 2.00 000 909 000 S103. 0.00 00 090 0.00 sas087 0.00 00 000 00 surssr 00 000 900 800 339543 2.00 000 00 00 628.98 020 00 300 00 wire 000 00 om 00 57085 000 2.00 00 00 $9169 0m 9.00 a0 9.90 sont 2.00 00 a0 090 sz 000 2.00 200 2.00 sana 000 00 00 000, sueaor 00 aco 309 000 sursts0 200 200 200 000 sinaae 00 00 9.00 3.00 $29,451.67 9.00 0.00 000 -s1ar7.67 tay vale fra por pe ‘subited 00 staasa 00 si20sat 00 108.90TN ‘YoUR CARO PROCESSING STATEMENT Merchant Number __1927081801485765 Page S0f7 ‘Gustomer Sonice Webslle - Business Track.com ‘Siatoment Period Phone «1-800-490-7161 a ae < {foot Gatos Yn Subtle: ~ Tok ann on Subunits) “ota oross Saas You Subattad etude “ett Amount You Submited cmd Type More Aout rene Aout ven Aeunt asters 2 ssw 0 00 sss098 ‘isa a seen 8 See Ree Ditover ° to, 8 280 a Beare 6 ow. 8 0 Be ro 8 om: 8 ae Seo cea Mes se tian 8 oo Qocessicar on sess pees er OS Mineman a 00 ‘si7e.20 Foes Changed # Aumont F Date sat ‘submited Th Paty Chargeback! ae Funded sated Nonbor sted yuncacione “vrais Adustnents Fons Ghargest_— Font mount ceour ons 00 a.c0 00 ‘00 77099 teioas srs 0 3.00 fo 2078 $0719 eres? siz 000 00 0 00 sia fave sot a0 0 0 ea seat tweet 0798 1.00 co 90 00 sora eon fsoneo m0 00 oa 000 $5020 ovon? apeaar oo ‘00 0 o.00 weasar ashi 022 om 0 oo ea ‘ee29 eran 0536 505 ‘0 30 00 S028 ain fos? 0 00 00 000 S88 eat seas a ‘100 00 o.a0 seat beri? ar oo 00 0 09 5105 senses? sues 0 ‘00 0 00 sass sane 726 00 00 a0 00 07128 aan festa oe 5.00 200 a0 65240 oentanr faear2 aco 00 oe 00 20472 vena 0.70 000 ‘00 0 80 fesr0 aan? Steet o.co 00 a oo Sonat aan? $200.0 aco 0.09 m0 oa foo8.0 ear? sari 0 8.00 a0 00 seotat cues? 103.50 no 200 0 co 10380 oer S357 00 00 a0 O00 sonar sons? $197.23 co 00 m0 om sors wana 38016 00 10 00 20 $00.8 cae? i043 0 0.09 00 06 aun uz017 S58 00 00 0 an Sunt oot? 20791 00 0 209 on s3a3701 Total $97,099.20 00 0.00 000 $730.78 16,962.42 “enti fos and otros ey cea fo prin pte 0. Box 18688, st, TX 78760-8669 ‘oss7atoo0uos/s064ta/AsPn04tcPito03/49802/00091992449 191 0S